MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 7, 2011 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Lois Ruckert, Secretary Ms. Barbara Kay, Treasurer Ms. Marlena Lange Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown (excused) Mrs. Rosa Boyd, Vice President (excused) Visitors None II. Agenda A. Roll Call G. Treasurer's Report B. Minutes H. Library Staff Reports C. Visitor Comments I. Committee Report D. Correspondence J. Old Business E. President's Report K. New Business F. Director's Report L. Adjournment III. Discussion and Recommendation A. Mr. Carl Berkowitz, President, opened the meeting at 7:00pm and led the pledge to the flag. Mr. Berkowitz opened the public hearing on the proposed 2012 Library District Budget at 7:02pm. B. Minutes Ms. Kay moved for adoption of the minutes of the July 13, 2011 meeting. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Ruckert, Kay, Lange - 5 Noes: None Motion declared approved. (9/17/11 - 61) Mrs. Ruckert moved for adoption of the special meeting minutes of the August 10, 2011 meeting. Ms. Lange seconded. Ayes: Berkowitz, Bell, Ruckert, Kay, Lange - 5 Noes: None Motion declared approved. (9/17/11 - 62) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Pfisterer distributed a copy of the “Advisory Opinion on Tax Cap Impact on Libraries - that was received on Tuesday, September 6, 2011. Discussion followed. (Attached to official minutes) E. President's Report Mr. Berkowitz congratulated Barbara Kay, the new President of the Friends of Thrall Library. Mr. Berkowitz complimented the custodial employees for taking care of things in the building during the storm. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer reported that he received Ms. Manigo's report on the Summer Reading Program. The attendance increased over last year. The Board complimented Luquinas Lorick for representing the Library District at Macy's Middletown Community Day on Saturday, August 27th. She conducted an elementary age story time. G. Treasurer's Report Discussion was held on accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2011 budget to be increased as follows: BUDGET AMENDMENT #6 ADD Revenue L2705 Gifts & Donations $ 5.00 Obituary research donation ADD Appropriations: L7410.8521.12.3810.5 Adult Books $ 5.00 BUDGET TRANSFER #1 Resolved, that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8421.12.0000.0 refund prior year tax $ 1.00 FROM:L7410.8450.12.0000.0 building utilities $ 1.00 Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Ruckert, Kay, Lange - 5 Noes: None Motion declared approved. (9/7/11 - 63) Ms. Kay moved that the regular monthly disbursements for August 2011 in the amount of $80,786.86 having been audited by Marlena Lange & Tonia Crown and found to be correct, be approved. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Ruckert, Kay, Lange - 5 Noes: None Motion declared approved. (9/7/11 - 64) Building & Grounds: Ms. Lange reported on Building & Grounds. The building withstood the effects of Tropical Storm Irene with no major damage thanks in large part to the advance notice of the impending storm and our custodian's preparations. A few ceiling tiles have been damaged by leaks occurring during heavy rains. Several soiled carpet tiles have been replaced in the first floor reference/computer areas in areas that experience heavy foot traffic. Prior to their replacements it was determined by our custodians that ground in dirt could not be removed. I. Committee Reports The patron access stairwell connecting the first and second floors of the building have been washed and waxed. A sign will be installed on the door leading from the library to the rear building exit (staff exit) stating that it is to be used as an emergency exit only. This is in response to a recent incident of an unauthorized patron entering the stairwell from the library. J. Old Business Mr. Berkowitz closed the public hearing at 7:45pm. No one from the public attended the meeting. Ms. Kay moved to adopt the 2012 Thrall Library District Budget in the amount of $3,134,963 (gross budget) and $2,695,063 (library tax levy). Ms. Lange seconded. Ayes: Berkowitz, Bell, Kay, Lange, Ruckert - 5 Noes: None Motion declared approved. (9/7/11 - 65) Discussion was held on the giving tree. K. New Business Discussion was held on the RCLS preliminary 2012 budget. Mr. Berkowitz suggested this be tabled until the next meeting. The Board agreed. Ms. Lange moved to go into executive session at 7:52pm to discuss contractual and employment matters. Mr. Bell seconded. Ayes: Berkowitz, Bell, Kay, Lange, Ruckert - 5 Noes: None Motion declared approved. (9/7/11 - 66) The Board returned from executive session at 8:10pm. L. Adjournment Ms. Lange moved to adjourn the meeting at 8:11pm. Ms. Bell seconded. Ayes: Berkowitz, Bell, Kay, Lange, Ruckert - 5 Noes: None Motion declared approved. (9/7/11 - 67) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/19/11 - 1) Accepted slate of officers (01/19/11 - 2) Designated Middletown Times Herald Record as official newspaper (01/19/11 - 3) Designated the Orange County Trust Company as official bank (01/19/11 - 4) Appointed Richard Guertin as Library District Attorney for Jan. & Feb. (01/19/11 - 5) Adjournment (01/19/11 - 6) Approval of 12/08/10 minutes (01/19/11 - 7) Approved monthly disbursements for December 2010 (01/19/11 - 8) Approved that monies be appropriated from fund balance for Town of Wallkill tax case bill (01/19/11 - 9) Approved BUDGET AMENDMENT #1 (01/19/11 - 10) Approved Cert. Copy of Resolution to open & Maintain Bank Account (01/19/11 - 11) Approved waiver of the By-Laws (01/19/11 - 12) Adjournment (02/09/11 - 13) Approval of 1/19/11 minutes (02/09/11 - 14) Approval of 1/19/11 re-organizational minutes (02/09/11 - 15) Approved using term “a patron” not names (02/09/11 - 16) Approved monthly disbursements for January 2011 (02/09/11 - 17) Approved BUDGET AMENDMENT #9 FINAL (02/09/11 - 18) Approved BUDGET TRANSFER #6 2010 (02/09/11 - 19) Appointed R. Guertin as Library District Attorney for March and April (02/09/11 - 20) Executive session (02/09/11 - 21) Request that auditors attend May mtg. to give report (02/09/11 - 22) Adjournment (03/09/11 - 23) Approval of 2/9/11 minutes (03/09/11 - 24) Approved monthly disbursements for February 2011 (03/09/11 - 25) Approved BUDGET TRANSFER #7 2010 (03/09/11 - 26) Appointed R. Guertin to finish negotiations & R. Isseks as Library District Attorney (03/09/11 - 27) Executive session (03/09/11 - 28) Accepted NYS Annual Report for 2010 (03/09/11 - 29) Adjournment (04/27/11 - 30) Approval of 3/9/11 minutes (04/27/11 - 31) Temporarily adopted camera policy (04/27/11 - 32) Approved BUDGET AMENDMENT #2 (04/27/11 - 33) Approved monthly disbursements for March 2011 (04/27/11 - 34) Executive session (04/27/11 - 35) Approved 2011 Election Timetable (04/27/11 - 36) Approved Stifel Nicolaus & Co. resolution to change name of library director on account (04/27/11 - 37) Adjournment (05/18/11 - 38) Approval of 4/27/11/ minutes (05/18/11 - 39) Approved BUDGET AMENDMENT #3 (05/18/11 - 40) Approved monthly disbursements for April 2011 (05/18/11 - 41) Approved BUDGET TRANSFER #7 Audit Final Transfers (05/18/11 - 42) Executive session (05/18/11 - 43) Adjournment (06/08/11 - 44) Approval of 5/18/11 minutes (06/08/11 - 45) Approved three yr. contract with Cengage Learning (Gale) (06/08/11 - 46) Approved BUDGET AMENDMENT #4 (06/08/11 - 47) Approved monthly disbursements for May 2011 (06/08/11 - 48) Executive session (06/08/11 - 49) Adjournment (07/13/11 - 50) Approval of 6/8/11 minutes (07/13/11 - 51) Approved BUDGET AMENDMENT #5 (07/13/11 - 52) Approved monthly disbursements for June 2011 (07/13/11 - 53) Permanently adopted Camera Policy from Motion #31 (07/13/11 - 54) Accepted the Long Range Plan (07/13/11 - 55) Approved C. Berkowitz to sign resolution for Application of Library Registration (07/13/11 - 56) Executive Session (07/13/11 - 57) Adjournment (08/10/11 - 58) Accepted preliminary budget for 2012 (08/10/11 - 59) Executive Session (08/10/11 - 60) Adjournment (09/07/11 - 61) Approval of 7/13/11 minutes (09/07/11 - 62) Approval of 8/10/11 special meeting minutes (09/07/11 - 63) Approved BUDGET AMENDMENT#6 & BUDGET TRANSFER #1 (09/07/11 - 64) Approved monthly disbursements for August (09/07/11 - 65) Approved 2012 Library District Budget (09/07/11 - 66) Executive session (09/07/11 - 67) Adjournment